05 shipment tracking 5-2013 spreadsheet file ... ocean status reports from ocean carriers, ... 2.2...

Specialty Retail Platform (SRP) User Training Material

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Event Management

User Training Material

Shipment Tracking

May 19, 2013

Version: 1.1 Last Revision Date: 5/19/2013


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Revision History: The following is a history log of revisions to the document:

Release Notes In this section is provided to track any specific issues that are affecting module/object. Release Release Description Date 1.1 Updates to Portal tab names and tracking scenario names. 5/19/2013 1.1 Add ability to copy and paste a list of search values into EM query screen. 5/19/2013 1.1 Add view of shipped qty. by style/color/size. 5/19/2013 1.1 New BW shipment report. 5/19/2013 1.1 Add event drop down list to query, instead of typing event code. 5/19/2013

Version Author Of Revision Creation Date Comments

1.0 Gregory Wong 10/22/2012 Original Version 1.1 Joe Bozzi 5/19/2013 Updated for May 2013 Release


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Table of Contents

1 OVERVIEW ............................................................................................................................... 4

EVENT MANAGEMENT - SHIPMENT TRACKING ......................................................................... 4 1.1 THE PURPOSE OF USER TRAINING MATERIAL .......................................................................... 4 1.2 GETTING STARTED WITH EVENT MANAGEMENT ....................................................................... 4 1.3

2 HOW TO NAVIGATE WITHIN EVENT MANAGEMENT (STEP BY STEP) ............................. 5

FINDING EVENT MANAGEMENT FROM THE SAP PORTAL .......................................................... 5 2.1 PREPARING THE SHIPMENT TRACKING SCREEN FOR MAXIMUM VIEWABILITY (SHIPMENT VIEW) ... 6 2.2 RUNNING THE SHIPMENT TRACKING QUERY (SHIPMENT VIEW) ................................................. 7 2.3 CUSTOMIZING YOUR OWN SEARCH RESULTS SCREEN (SHIPMENT VIEW) .................................. 10 2.4

3 HOW TO EXPORT DATA FROM EVENT MANAGEMENT (STEP BY STEP) INTO AN EXCEL SPREADSHEET FILE (SHIPMENT VIEW) ....................................................................... 15

4 USEFUL TIPS: ........................................................................................................................ 18

ENTERING SPECIFIC PO DETAILS (SHIPMENT VIEW) .............................................................. 18 4.1 SEARCH FIELD DEFINITION AND DESCRIPTION ...................................................................... 20 4.2 EVENT CODES TO USE FOR SEARCHING (SHIPMENT VIEW) ..................................................... 21 4.3

5 EVENT MANAGEMENT (SHIPMENT VIEW) FIELD NAME AND DEFINITION: ................... 22

6 BW SHIPMENT REPORTING ................................................................................................ 23


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1 Overview Event Management - Shipment Tracking 1.1

As part of the Supply Chain Visibility initiative, the Event Management (EM) tool within SAP has been deployed to capture logistics related events. The shipment process tool allows users to track their POs from goods receipt at either the Air Forwarder or the Ocean consolidator (depending on mode of transportation) to when the DC receipt. Logistics tracking information is available as soon as the Inbound Record has been created. Processing 856 EDI feeds from transportation providers, Daily Status report from Air Ops, Ocean Status reports from Ocean carriers, 861 EDI feeds from destination Container Freight Stations, Yard management system, and DC keyrec information, it provides the user the snapshot of where freight is relative to the important NDC date. Business Driver The EM Shipment Process provides visibility to freight movement from origin into the DC allowing the business to make critical planning decisions preventing lost sales.

The purpose of User Training Material 1.2 The purpose of this document is to provide Event Management Users with a basic understanding of SAP EM and how to navigate to key information. In addition, it describes screen/view customization.

Getting started with Event Management 1.3

Users will need an access to use Event Management. Please create an SRF to get the access and include the following accesses.

• https://inside.limitedbrands.com/irj/portal

• SAP Event Management access


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2 How to navigate within Event Management (Step By Step)

Finding Event Management from the SAP Portal 2.1

Step Screen 1. Logon to Limited Portal with

your network ID and password.

https://inside.limitedbrands.com/irj/portal/

2. You will Supply Chain Visibility in the Menu if you have access to the application. For the Shipment Tracking, click on Supply Chain Visibility and then click on Event Management and you will see the Event Management screen.


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Preparing the Shipment Tracking Screen for maximum view ability (Shipment View) 2.2

Step Screen 1. Click on the Tracking Scenario and select “MAST Shipment View” if it is not already visible. The Tracking Scenarios you see depends on your particular security. You can hit the F11 key to maximize the screen. 2. On this screen, you can hide the portal favorites and also the services display by clicking on each of their corresponding collapse tray, which looks like a notepad with a bold line across it. See next screen, which provides more display territory for easy viewing.

3. Click on the arrow as illustrated to hide the portal favorites from been displayed. It will allow you more viewing space for the logistics milestones. 4. See next screen for results. Take note that the hiding is only applicable for the session. As soon as you sign out, you will lose the hiding the Portal favorites.


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8. The Shipment View is now prepped for you to initiate your search. Take note that if you are going to be pulling back more than 200 records from your search, please make sure you check the box next to: Return More than 200 Hits. Failure to do so will limit the number of records returned to 200 lines. See next section for running the query.

Running the Shipment Tracking query (Shipment View) 2.3

Step Screen 1. The variable screen will be displayed. Here you can enter values that you want for your tracking. You can be specific by providing specific input value or just simply clicking on apply without any input. Without any specific input, in essence you are doing a wild card dump of what is on the system. Take note by taking this approach, it may slow the system down. Ideally, a specific value or a specific range of values should be entered into the system to ensure maximum efficiency. Please refer to Appendix for the brief description of each field


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2. The system will display the results as illustrated. Under the Search Result, you will see the various data elements stretching out to the right of the screen. Kindly drag the horizontal scroll bar to the right to display the rest of the data elements that are available to you. The Standard View is the default view that displays all the elements are available for viewing. Please note that you have the option to customize what you would like to display by removing data elements that are not pertinent to your need. We will cover that in the later sections on customizing results view on section 2.5.

Activating the PO Hyperlink: 1. Scroll to the right until you locate the PO number. By now you should be aware of the hyper link fields are fields that are highlight in Blue and are underlined. By Clicking on the PO, it will bring up the Production Process Milestones. Note: We will not have PO production milestone data until at least after Spring 2013. Viewing the production process will require additional security.


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Activating the PO Line Item/Delivery Mat’l/Qty Hyperlink: 2. Here is another Hyperlink that is useful. The Item/Delivery Mat’L/Qty field which when it has “more” showing at the end of the line, it means there are more details behind to be displayed. The details are the units of the various line items/articles that were shipped as reported on the factory packing list. If you are tracking down the number of units reported shipped by the factory, this is where you will find the information online.

3. If you prefer to see the shipped qty by style/color/size instead of by PO Line/variant, click the hyperlink Shipped Qty.


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Customizing your own search results screen (Shipment View) 2.4

Step Screen 1. To customize your results view, please scroll to the right of the screen until you locate Settings as depicted. Clicking on the setting will bring up the Settings menu. See next for illustration.

2. The various options are available in the Settings Menu: a. Column Selection b. Sort c. Filter d. Display e. Print Version

With the exception of the Print Version, we will go through each one of them briefly in the next few pages. The Print Version has not been activated and should you click on it, please do not expect any printouts to be sent to the printer. Reports will be handled through Business Warehouse (BW) and will only be available after SAP upgrade has been completed.

Click on the settings to

customize the view


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Step Screen Column Selection: 3. Depending on your requirements and what you tracking, there are data elements that you may want to hide. This is where you will decide if you want to display the data by highlighting the element of interest and clicking on the Remove button to hide it from display. Please refer to the field definition in the appendix for details to what each field represents. Tip: You can make multiple selections by holding down the control key and click.

Column Selection Cont… 4. After you have made your selection, please remember to save you selection by clicking on the Save As button. If you are doing it for the first time, you will most likely use the Save As button and remember to give a name to your view. In the illustration, we have saved the work to “My View”. Remember to always save it to the corresponding saved view for any modifications you may be making. You can have many personal views as you want. Just remember to switch it over on the search screen from the Standard View.


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Step Screen Sort option: 5. This is self-explanatory. This option allows you to short based on the columns you have selected either in ascending or descending order. Again, remember to save what you had done.

Filter option: 6. This option allows you to pre-set what specific content within the data field you would like to focus on. One potential filter would be based on Purchasing Group. The illustration has Purchasing Group 285 as the content that the user would like to review only. Take note, once it is set, every time you evoke the associated view, the filter is turned on based on your selection criteria. (Remember to save)


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Step Screen Filter Option Cont’d: 7. Should you have a filter in place, you should see the filter symbol on the very first line with the displayed filter value for your reference, as depicted. Please note that you can temporarily remove the filter to your customized view by scrolling to the extreme right and click on the “Delete Filter” button. In order to reactivate the filter again, you can simply select the standard view and then select your customize view again. By doing this, it will refresh the filter as per the settings. Display Option: 8. The Display option in the setting menu is to enable you to set the number of records that you would like to be presented on the screen at a time. As an example, if you had set the rows to be 50, then in order to display the next 50 records, you will need to move the vertical scroll to get to the next group of 50. Please note that this is related to your display. So you can display 2 records each time, or 10 records, depending on your preference. The check box – “Return More than 200 Hits”, if checked, then it will retrieve all the records based on your search criteria that may have more than a 1000 records. Otherwise you are limited to 200 records.


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Step Screen Display Option Con’td: 9. See screen for illustration as to the distinction between checking the “Return More Than 200 Hits” box against having the Setting Display choice of 200 to be displayed. As you can see, we are restricted to seeing 200 records at a time, but have a total of 1390 records to be viewed. In order to see all the 1390 records, you just need to scroll down to see the remaining records.


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3 How to export data from Event Management (Step By Step) into an excel spreadsheet file (Shipment View)

Step Screen

1. In this section, we will walk through the process of downloading the records that you have selected based on your search criteria. Take note that the export function will download all the records that were retrieved and the count of records may not be the same as what is currently displayed on the screen. See page 16 for explanation. In addition, even though you may have highlighted a group of records to be downloaded, the current set up will download all retrieved (hidden or displayed) records regardless of your grouping. Click button to start download.

2. Upon clicking the highlight download button, a pop-up screen will be presented. Either pick on opening the screen or saving the file. You will notice that there are a few warning messages popping up on the screen as illustrated. The error messages are related to the Hyperlink fields, which unfortunately are for virtual viewing and cannot be downloaded. As such, the warning messages are just there to let you know and make you aware of it.


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Step Screen 3. Illustration of what to expect for the download. Again, depending on the number of records, you may or may see this screen.

4. Once the file is done downloading, you will be prompted with another message on the version of excel that the system is going to save as. Go ahead and click on Yes.


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Step Screen 5. The Excel spreadsheet with the relevant details is illustrated on the screen. Please note that if you had filtered out certain elements from the Setting Menu, what do you do see on the result screen will not be downloaded. In order to download what you require, kindly ensure that they are been displayed on the result screen. In addition, take note that none of the HyperLink fields/columns were downloaded. Please see page 18 for a brief explanation as to why they are not part of the download.


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4 Useful Tips:

Entering Specific PO details (Shipment View) 4.1

Step Screen Search for specific list of PO: 1. When you have a list of PO that you are interested in tracking, you can go ahead and use the Advance Option to list each of the PO as the selection list. Go ahead and click on the Advanced Options. Using the list of known POs that you are interested in getting the Shipment Tracking information as below, please see next screen:

a. 4200398418 b. 4200389523 c. 4200396462 d. 4200396456 e. 4200397700

Search for specific list of PO: 2. Upon clicking on the Advance Options button, the multiple selection box will be displayed. Click the cut and paste button to receive a pop up box that allows you to paste in a list of orders

Paste the list of orders then click the close button.


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Step Screen

Search for specific list of PO: After clicking close, your orders will be listed in the multiple selections box. 3. If you need to add more lines to accommodate more entries, please kindly click on the add line button. To remove any line, highlight the line and click on the remove button to delete the line. To remove the whole selection, kindly click on the trash bin icon to send the list to the trash. See next screen for the results when you click on the OK button.

Search for specific list of PO: 4. The search screen will display the first record that is on the list and under the yellow arrow, you will see a shaded green underneath it. The shaded green is to make you aware that a list is in effect for the search. To get rid of the list, just simply click on the Reset button.


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Search Field Definition and Description 4.2Field Name Screen

Purchase Order Number = VPO Customer Purchase Order Number = CPO HAWB or FCR or PRO NO = House Bill or Freight Container Receipt Generic = Generic article Article Number = Variant Article Purchase Group = Buying group- * See Appendix for list Vendor ID = SAP number, ie 36007333 Company Code = 1070 - MFE 1080 – MII 1230 – SRI LANKA INCO Terms 1 = FOB or DAF INCO Terms 2 = Airport or Ocean Port Codes * See Appendix B for the attachments Event Code = See 4.3 Event Code, pg 24


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Event Codes to use for searching (Shipment View) 4.3

Codes and Definition

The event code search field is used in conjunction with expected event date and actual event date. For example if you wanted to see all shipments expected to arrive in the DC on May 19th, select DC Receipt at the event code and then enter May 19th for the expected event date.


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5 Event Management (Shipment View) Field Name and Definition: Field Name Definition

Process Type

Currently the only process being used is APP_SOPO_SHIPMENT which is our shipment tracking process. In the future additional processes will be added (production tracking, FG, etc)

Ocean Port of Discharge ETA

ETA provided by the ocean carrier to the port of discharge. This field is relevant only for ocean shipments. The port of discharge is the port at which the ocean container will arrive in the US, not the final destination. This ETA is provided once when the ocean consolidator sends us the "Ocean Depart Port" Event.

Ocean Port of Discharge Loc Name Not Operational - field can be hidden through custom view

Final Destination ETA Date

ETA provided by the ocean carrier to the final destination. This field is relevant only for ocean shipments. This ETA is provided once when the ocean consolidator sends us the "Ocean Depart Port" Event

Final Destination Loc Name Not Operational - field can be hidden through custom view Number of Cartons Number of cartons in shipment Shipment Weight Not Operational - field can be hidden through custom view PO Number Purchase Order Number CPO Number CPO/Sales Order Inbound Delivery Number Inbound Delivery Number Mode Ship Mode Ship From Country; City where vendor is located Ship To County; City of Destination Vendor ID Numeric vendor ID Order Reason Order Reason from Sales Order Purchasing Group Purchasing Group Code PO Item Quantity Not Operational - field can be hidden through custom view PO Line Item/Delivery Material/Quantity

PO Number & Line concatenation/Article Number/Quantity associated with line.

DSR ETA Air carriers will provide DSR ETA updates when goods ship. Ocean carriers will provide DSR ETA updates 7 days prior to port of discharge arrival. For air shipments the ETA to the CFS. For ocean shipment that are non -bypass the ETA is to the CFS. For ocean shipments that are bypass the ETA is to the DC.

DSR ATA For air shipments the ATA is to the CFS. For ocean shipments that are non- bypass the ATA is to the CFS. For ocean shipments that are bypass the ATA is to the DC.

CFS Bypass Y/N indicating if the shipment will bypass CFS. The bypass indicator will be present once the ocean carrier starts providing us DSR updates.

DSR Comments Comments come in with DSR updates. Cargo Received Date cargo was received at the Forwarder from Vendor Air Depart Port Date Date cargo departed Forwarder by Air (Blank if Ocean Shipment) Ocean Depart Port Date Date cargo departed consolidator by Ocean (Blank if Air Shipment) CFS Arrival Date cargo arrives at CFS. Only present if not a Bypass shipment. CFS Shipment Date cargo departs CFS. Only present if not a Bypass shipment. In Yard Date cargo arrives in yard at DC DC Receipt Date cargo is received into the DC Trailer Number Trailer number of shipment. Only present for shipments that go through CFS.

Container Number Container number present for Ocean shipment only. If the shipment is "Bypass" container number is also listed as trailer number.

Shipped Qty Click hyperlink to detail the qty of the shipment by style/color/size


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6 BW Shipment Reporting

Step Screen In addition to event manager tracking, there are two reports that contain shipment information provided by the SAP Business Warehouse, or BW system. You can access the report by clicking the SCV Reports tab. Reports can be used to access larger amounts of date more easily, and analyze that data. However it should be noted that report information is updated in batch, but he information in Event Manger is live. There are two reports related to shipment tracking. The Shipment Visibility Report will contain the contents of a shipment along with all the shipment milestone dates. The Factory ASN report will contain the factory ASN data.

Select the Shipment Visibility Report, then enter your search criteria, then click OK. The shipment visibility report will display the contents of the shipment along with the shipment information such as the expected milestone dates and actual milestone dates. In BW you have the ability to customize the report. For example you can add or remove columns, change the order of columns and set filters. You can then save your customized report as a favourite. For detailed information on using these types of capabilities in the BW reporting system please see the BW training guide that is included with the other SCV training materials.


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7 Appendix A – Purchasing Groups

213 VSS-SPORT PANTIES 284 VSS-SXY LT THG SLP 332 VSD-WOVEN TOPS

214 VSS-Y LIFE SLPWR 285 VSS-CTN. PNTY 333 VSD-SWEATERS

215 VSS-SPORT ACCESS. 286 VSS-YNG LIFE BRA 334 VSD-C/S BIG TOPS

217 VSS-PINK T-SHIRTS 288 VSS-SPORT BRAS 335 VSD-C/S SMALL TOPS

218 VSS-SPEC BRND PNTY 289 VSS-SLT MULTIPLES 336 VSD-KNIT PANTS

220 VSS-ANGELS LNG 292 VSS-BBV LING 339 VSD-CAREER PANTS

225 VSS-PINK ATHLETIC 293 VSS-INTIMISS. PNTY 340 VSD-KNIT SKIRTS

226 VSS-VERY SEXY LNG 296 VSS-SLT NON MULTI 342 VSD-CAREER SKIRTS

230 VSS-ANGELS BRAS 297 VSS-DESNR PNTY 343 VSD-KNIT SHORTS

231 VSS-SPORTS APPAREL 298 VSS-TEST - FOUND. 345 VSD-CASUAL SHORTS

232 VSS-PINK BRAS 299 VSS-OTHER 346 VSD-DENIM PANTS

233 VSS-PINK PNTY 300 VSD-GIFT CERTIFIC. 347 VSD-SHAPEWEAR

234 VSS-SPEC BRND BRAS 301 VSD-HOSIERY 350 VSD-DENIM SHORTS

236 VSS-YNG LIFE PNTY 302 VSD-MOD/CAS BRAS 353 VSD-COSMETICS

237 VSS-PINK SLPWR 303 VSD-GLAMOUR BRAS 354 VSD-BODYWEAR

239 VSS-PINK ACCESS. 304 VSD-MOD/CAS PANTIE 355 VSD-BRANDED SHOES

240 VSS-LEGWEAR 305 VSD GLAM. PANTIES 356 VSD-DENIM TOP/OTHE

241 VSS-SLT BRAS 306 VSD-DAYWEAR 358 VSD-DENIM SKIRTS

245 VSS-VERY SEXY BRAS 307 VSD-GLAMOUR ROBES 359 VSD-OTH BRD SWIM

250 VSS-BBV BRAS 308 VSD-CAS KNIT SLEEP 360 VSD-PINK BRAS

255 VSS-PINK LOUNGE. 309 VSD-CAS WOVN SLEEP 361 VSD-PINK PANTIES

256 VSS-SWIM. 310 VSD-GLAM SLEEPWEAR 362 VSD-PINK SLP/ROBES

258 VSS-PINK SPORT. 311 VSD-CASUAL ROBES 363 VSD-PINK ACC/BED

259 VSS-SHAPEWEAR 312 DNU-VSDUNIQUE BRAS 364 VSD-PINK SWIMWEAR

261 VSS-PINK SWIM. 313 DNU-VSDUNIQ PANTY 365 VSD-3RD PARTY BTY

264 VSS-INTIMISS. BRAS 314 VSD-BEAUTY 366 VSD-3RD PARTY COSM

265 VSS-COTTON BRAS 315 VSD-IA ACCESSORIES 367 VSD-PINK CLOTHING

266 VSS-INTIMISS.ACC. 316 VSD-BRAND SWIMWEAR 368 VSD-CAREER SHORTS

267 VSS-DESNR BRAS 317 DNU-VSDSIGNAT BRAS 369 VSD-CASUAL PANTS

268 VSS-DESNR ACCESS. 318 VSD-KNIT DRESSES 370 VSD-CASUAL SKIRTS

269 VSS-INTIMISS.MEN'S 319 VSD-WOVEN DRESSES 371 VSD-CASUAL JACKETS

270 VSS-RELAXED LNG 320 VSD-DRESSY/BARES 372 VSD-SME TOPS

272 VSS-DESNR LNG 321 VSD-SUITS 373 VSD-SME BOTTOMS

273 VSS-INTIMISS. LNG 323 VSD-CAREER JACKETS 374 VSD-SME ACCESSORIE

274 VSS-INTMATE ACCESS 325 VSD-OUTWEAR 375 VSD-VSX CLOTHING

277 VSS-SPEC BRND LNG 327 VSD-DEN OVRAL/SHOR 376 VSD-VSX ACCESSORIE

280 VSS-VERY SEXY PNTY 328 VSD-KNIT 2PC DRSNG 377 VSD-VSX BRAS

281 VSS-BBV PNTY 329 VSD-SWEATER SETS 399 VSD-RAW MAT'L

282 VSS-GIFTING 330 VSD-PRIV LBL SHOES 3GK VSD-GIFT KIT

283 VSS-ANGELS PNTY 331 VSD-ACCESSORIES 3GW VSD-GWP PWP

3MK VSD-MARKETING 3PA 3rd Party


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8 Appendix B – Airport and Ocean Port Codes

7.1.1 Airport_codes.x lsx Ocean Port

Codes.x lsx

05 shipment tracking 5-2013 spreadsheet file ... ocean status reports from ocean carriers, ... 2.2...

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